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Office Administrator

Company: White Bear Lake Area Educational Foundation
Location: Saint Paul
Posted on: September 21, 2022

Job Description:

Job Title: Office Administrator Requirements : Proficiency in computer, filing, record-keeping, and strong organizational and interpersonal relationship skills Reports to: Executive Director of White Bear Lake Area Educational FoundationThe White Bear Lake Area Educational Foundation (WBLAEF) is looking for an enthusiastic Office Administrator to join our energetic team to provide creative ideas and administrative assistance to achieve the Foundation's goals. Please visit . Position Detail The Office Administrator is a vital partner in the execution of administrative duties that aligns with the organization's mission and vision. The Office Administrator will collaborate with the Executive Director in implementing the Foundation's administrative duties. This is a 25-35 hour/week position. Ideal candidates will have some flexibility for afternoon and/or evening meetings and events and will possess the following skills: computer, filing, record-keeping, and strong organizational and interpersonal relationship skills. Responsibilities: --- Maintain and update all files and records of Foundation including bylaws, database mailing list, all donor information, history of giving, and other donor-related information--- Schedule and maintain a Google calendar of Foundation meetings and functions including: send notice of upcoming meetings to Foundation board members; schedule facilities and provide arrangements for all Foundation meetings; In partnership with Executive Board and Executive Director, prepare Foundation agenda, meeting packets and materials for board members; Schedule and communicate with presenters for board meetings--- Perform the administrative and clerical details associated with the operation of theFoundation office: deposits, code for chart of accounts, and enter in QuickBooks;Maintain copies of check stubs and bills; Cut checks to pay receivables and invoices from grant awardees; Regularly correspond with accountant and Treasurer; Catalog donations and send appropriate tax letter and thank yous. Assist with the annual audit.--- Assist with annual fundraising initiatives and events: Maintain and update list of donors, keeping current copy of donations, prepare donor and sponsor information for event programs, prepare name tags, acknowledge donations and mail tax letter to donors--- Manage internal and external communication: Update an annual Google calendar of Foundation activities; assist with updating website; distribute Foundation information to school district; manage telephone inquiries; disseminate mail to appropriate Foundation board members; create and edit correspondence for Foundation--- Grants and Scholarships: In conjunction with VP of Programs, update applications for all grants; Collect and record grant applications and distribute to the Program Committee in a timely manner; Keep track of receipts and payments of grants; In partnership with the Development Committee, send out Holiday Angel forms to past donors and email all school office administrators to add forms to their e-newsletter, process donations and send the cards when necessary, and tax letters to donors--- Assist with the content, design, and distribution of electronic newsletters as needed--- Send press releases as needed to local newspaper--- Enter donor data and contacts into CRM (Bloomerang)--- Maintain WBLAEF office: Stock office supplies with paper, letterhead, envelopes, ink etc.--- Assume other responsibilities as requested by the Executive Director Experience --- 3+ years of office experience, preferably in a nonprofit organization--- Excellent verbal and written communication skills--- Strong/proven experience using MS Office Suite software (ie Word, Excel, PowerPoint)--- Bookkeeping experience (ie QuickBooks), preferably in a nonprofit organization--- Experience with website management (Squarespace or other web platform)--- Familiarity with electronic email marketing tools (Bloomerang preferred)--- Familiarity with CRM databases--- Record of being detail and deadline oriented--- Strong time management skills--- Ability to work independently and capable of handling multiple projects simultaneously without sacrificing quality or deadlines--- Ability to work collaboratively with staff and board members Education High School with applicable experience. Bachelors preferred. To Apply Please send your confidential resume and cover letter. This position is open until filled.Job Type: Part-timePay: $22.00 - $24.00 per hourBenefits: Flexible schedule Paid time offEducation: High school or equivalent (Required)Experience: Microsoft Office: 3 years (Required) Administrative experience: 3 years (Required) QuickBooks: 1 year (Preferred)Work Location: Hybrid remote in White Bear Lake, MN 55110

Keywords: White Bear Lake Area Educational Foundation, St. Paul , Office Administrator, Accounting, Auditing , Saint Paul, Minnesota

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